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Use your dental phone system's AI call summaries to fill in patient charts, train new front-desk staff and settle 'I was told a different time' disputes
Anjy Boussy, business manager at Advanced Periodontics and Implantology, a periodontal practice with offices in Livonia and Plymouth, Michigan, writing on the American Association of Dental Office Management (AADOM) blog
The practice's phone system, Weave, now writes an AI summary after every call: who called, why, the questions they asked and the next steps discussed. It also keeps a full transcript and labels the call's sentiment. Patient care coordinators copy the summary straight into the patient's chart, and the business manager uses summaries and transcripts to train new front-desk staff and to check what was actually said when a patient disputes an appointment time.
Easy · or we set it up for $197
Weave (AI call summaries, transcripts and call sentiment)
The problem
Front-desk staff had to remember call details or type notes while the next call was already ringing, and disputes about what a patient had been told on the phone came down to memory.
What happened
No numbers given. "In many cases, we can simply copy the summary directly into the patient's chart." She says the training value was the benefit she "did not fully anticipate," and that "on more than one occasion" the transcripts confirmed the appointment time that had been given. Told by the business manager, not the owner.
Quoted in the source: Anjy Boussy, business manager, Advanced Periodontics and Implantology. Source: AADOM blog: From Sticky Notes to Smart Notes: AI at the Dental Front Desk (2026-09-17) · Added 2026-11-05.
How to set it up yourself
- What Advanced Periodontics uses: Weave's AI-generated call summaries, transcripts and call sentiment. Check whether your phone system has call summaries or transcription and turn them on (and confirm your state's call-recording notice rules).
- Set a rule for the front desk: after each call, copy the summary into the patient's chart and fix anything wrong before saving, instead of typing notes from memory.
- Once a week, pick three calls a new hire handled and review the transcripts together. If your system has no coaching view, paste a transcript into an AI assistant with the prompt below.
- When a patient disputes what they were told, look up the transcript before responding, and keep that step in your front-desk policy.
Copy-paste prompt
Here is a transcript of a call between our dental front desk and a patient. 1) Write a three-line chart note: who called, why, and what was agreed (dates, times, next steps). 2) List anything the team member promised. 3) For training: name one thing they did well and one thing to do differently next time, quoting the line. Don't guess at anything that isn't in the transcript.
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